ARC OFFICER DUTIES
President – One Year Term






Coordinate meeting agendas for Fall, Winter and Spring meetings.
ARC liaison for SBCTC-Bellevue, SBCTC-Olympia, WSAC.
Chair ARC Executive Committee and ARC meetings.
Report to the Student Services Commission.
Facilitator of ARC work plan/goals with WSSSC.
New Member Contact.
Past President – One Year Term




Mentor President with ARC policies and procedures.
Liaison with 4-year institutions.
Recruitment for new incoming Executive Committee.
Arrange for warm-up/ice breaker for quarterly meetings.
President Elect – One Year Term





Research and recommend professional development topics for quarterly meetings.
Facilitate Question Box agenda item for quarterly meetings.
Arrange for the door prize for quarterly meetings (not to exceed $25.00 each quarter).
Work with the membership to plan for the following year’s conference dates and locations.
Responsible for host college gratuity gift and honors for President.
Secretary – Two Year Term



Keep minutes for the regular meetings and submit to SBCTC ARC Web Coordinator.
Coordinate with Treasurer to include Treasurer’s Report in conference minutes.
Contribute to Executive Committee decisions.
Treasurer – Two Year Term







Monitor budget and provide a quarterly report for ARC members.
Report at ARC meetings: list of expenditures and incoming monies.
Send Treasurer’s report to the Secretary which is attached to the minutes on the ARC
website.
Liaison with hosting colleges of ARC meetings.
Maintain and announce opening of quarterly online registration and other information.
Oversee information for hotel accommodations, catering, driving directions, campus map
and parking passes for quarterly meetings with hosting college representative.
Provide conference sign-in sheets.
H:\ARC\ARC Officer duties 5.2016




Collect and track registrations and fees for quarterly meetings.
Report to ARC President College attendance after each ARC conference.
Keep detailed records of all financial ARC activities.
Ensure Treasurer, President Elect, and President are on US Bank signature cards.
Historian – Appointed by President




Give historian’s report at quarterly meetings.
Parliamentarian resource when there are voting questions.
Responsible for gifts and honors for retirees and other honorable mentions.
Serve on Executive Committee.
H:\ARC\ARC Officer duties 5.2016
ADMISSIONS/REGISTRATION COUNCIL
QUARTERLY CONFERENCE PLANNING SHEET
Coordination of Duties for Host College and ARC Executive Board
Conference dates are set up in conjunction with the ARC membership and the hosting colleges at
the spring meetings annually.
For the Hosting College










Book conference or classrooms for conference.
Plan for laptop, internet, WiFi, projector screen and microphone(s) setup.
Contact the Vice President for Student Services, President, or Deans to provide Welcome on
Wednesday or Thursday of conference.
One to two months prior to the conference, identify hotel and make arrangements to hold a
block of 35 rooms at the WA state employee rate, send all information to Treasurer for
posting to the ARC website.
Also provide Treasurer with a list of alternative area hotels in case of limited room
availability at designated conference hotel.
One to two months prior to the conference, send driving directions, campus map and
parking information to Treasurer for posting to the ARC website.
One month prior to the conference, obtain a catering menu from college caterer or outside
caterer and select/arrange food for the 3-day conference within the designated budget
range.
One to two weeks prior to the conference submit a preliminary invoice to Treasurer to
review catering costs.
Two to three days prior to the conference, Treasurer will contact hosting college with final
attendee count to make number of food servings adjustments if needed.
Provide attendees a list of local restaurants at the conference.
The President


Send Agenda to SBCTC ARC Web Coordinator to be posted on ARC website.
Email ARC ListServ when Agenda available on the ARC website.
The Treasurer
• Send following information to the SBCTC ARC Web Coordinator:
o Links for online ARC Registration and Response Confirmation spreadsheet
o Driving directions, campus map and parking information
 Email ARC ListServ to go to ARC website when registration is open
 Email ARC ListServ to remind members of deadline for block of hotel rooms & to bring their
name tags
H:\ARC\ARC Officer duties 5.2016
At the conference have prepared



Treasurer – Daily sign-in sheets
College Host – Agenda and other handouts such as membership/contact lists, coupons for
discounts at campus bookstore or food court, giveaways, handouts, etc.
President – Conference survey to be turned in on Friday
1. Treasurer – Be available during conference to accept registration fees and write reimbursement
checks for ARC Executive Board, host college catering and speaker expenses.
2. Hosting gifts are given at end of conference as well as other awards and gifts.
3. President – Send thank you notes to speakers after the conference.
H:\ARC\ARC Officer duties 5.2016